We are seeking an organized and proactive Temporary Administrative Assistant to provide crucial support in the planning and execution of our upcoming internship programme. This is a temporary position offering an excellent opportunity to gain hands-on experience in programme administration and coordination within a dynamic environment. The ideal candidate will be detail-oriented, possess good communication and interpersonal skills, and be capable of managing multiple tasks efficiently.
Responsibilities:
The Temporary Administrative Assistant will be responsible for a variety of administrative tasks, including but not limited to:
1. Interdepartmental Coordination:
- Liaising with relevant departments (e.g., HR, IT, Marketing) to ensure their seamless involvement in the internship programme.
- Facilitating communication and information flow between departments and the programme lead.
- Following up on action items and ensuring timely responses.
2. Internship Merchandise:
- Finalising the design of the internship programme shirt, considering branding guidelines and stakeholders’ feedback (if applicable).
- Sourcing and coordinating with external vendors for quotations, size options, delivery timelines, and payment terms for the shirts.
- Managing the order and distribution of the shirts to interns.
3. Briefing Materials:
- Developing a comprehensive briefing deck outlining the details of the internship programme (e.g., schedule, objectives, key personnel).
- Creating engaging and informative Electronic Direct Mail (EDM) invitations for briefing sessions with leaders.
- Managing the distribution of briefing materials.
4. Graduation Lunch Planning:
- Assisting with the planning and organization of the internship graduation lunch, including venue research, catering coordination, and logistical arrangements.
5. Intern Group Organization:
- Supporting the process of organizing interns into project groups and activity teams based on defined criteria.
- Maintaining records of group assignments.
6. Attendance Monitoring:
- Implementing a system for tracking intern attendance and absences.
- Maintaining accurate attendance records and reporting any discrepancies.
7. Venue Booking:
- Identifying and booking suitable venues for various internship activities, meetings, and workshops.
- Coordinating logistical requirements with venue providers.
8. Document Management:
- Creating and organizing essential programme documents (e.g., intern handbooks, project guidelines, evaluation forms).
- Prepare documents for reporting purpose (eg- tally results from evaluation forms)
- Maintaining a well-organized filing system (both physical and digital).
- Assisting with the setting of the training venue for all sessions.
- Assisting with the preparation and distribution of certificates of completion.
- Creating a set of Standard Operating Procedure documents for future internships
9. Basic Financial Administration:
- Assisting to obtain necessary approvals for invoices related to vendors (e.g., shirt printing, catering).
- Tracking programme-related expenses and assisting with budget monitoring (if required).
Requirements:
- Experience in administrative support or a similar role.
- Good organizational and time management skills with the ability to prioritize tasks and meet deadlines.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to work independently and as part of a team.
- Detail-oriented and meticulous in execution.
- Experience with vendor management is an advantage.